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Confidential Secretary - Asset Integrity
Job Code:2024-01-006
Department:Generation Maintenance
FT/PT Status:Full Time
  

Summary/Position Overview:

Position Overview:
The Confidential Secretary is responsible for the efficient operation of the office to which they are assigned and performs a variety of administrative and technical support duties including but not limited to maintaining the department’s databases and files, data entry, the compilation of reports and records management, organizing and scheduling meetings, drafting written communication, overseeing department resource tracker, assisting with development and implementation of a comprehensive Asset Integrity program focused on continuous improvement and acting as a liaison on behalf of the office.

Duties and Tasks:

Maintain health, safety and environment standards by:
- Ensuring compliance with all safety policies and procedures.
- Ensuring compliance with all environmental and health standards, and
- Completing all required HSE training.
Ensure accuracy of records management processes by:
- Recording and reporting information and maintaining the department’s database system and files,including attendance, performance, time keeping, training and other related databases.
- Monitoring and reporting of departmental budget and financial status.
Provide information for planning and decision making by:
- Collecting, analyzing, and synthesizing data as it relates to technical resource coordination.
- Preparing monthly, quarterly and year end reports, and
- Managing the department resource tracker.
Support operational efficiencies by:
- Analyzing issues and making recommendations.
- Contributing to the establishment of a management of change process and follows up action plans until change approval.
- Participating in incident investigations as needed.
- Exercising initiative and judgment to help resolve frequent maintenance situations.
- Screening and resolving issues of a routine nature on behalf of the Asset Integrity Director or designee and apprising him/her appropriately.
- Preparing purchase requisitions to procure materials via EAM.
Keeping track of inventory and work supplies to ensure office efficiency.
- Assisting with development and implementation of a comprehensive Asset Integrity program focused on continuous improvement.
- Overseeing the department resource tracker.
- Developing confidential functional charts.
- Developing department communication plan.
- Ensuring alignment of departmental objectives and goals with technical resource allocation.
- Inputting a wide variety of data into an assigned computer system and establish and maintain automated files and records.
- Assuring timely distribution and receipt of a variety of records and reports and assures accuracy
of input and output data.
- Attending a variety of meetings as assigned and preparing related notices, reports, and presentations as assigned, preparing agendas, taking minutes, and following up as required.
- Preparing and distributing minutes, updating records, statements, documents and reports to appropriate personnel as assigned.
Provide Administrative and technical support to all Asset Integrity programs by:
- Effectively recording and reporting information and maintaining the department’s database system and files.
- Assisting with updating and creating new policies and procedures including roll out and file storage via SharePoint.
- Maintaining confidentiality of privileged sensitive information.
- Drafting and editing correspondence and other documentation on a routine basis.
- Making appropriate recommendations on issues.
- Providing administrative support in project planning, execution, control, and closeout as necessary.
- Ensuring accurate record keeping, tracking, monitoring, and reporting of department Key Performance Indicators and daily tasks.
- Assisting with the feedback process for departmental and customer continuous improvements initiatives.
- Processing monthly timesheets for the department.
- Composing correspondence independently on a variety of matters including those of a confidential nature, prepares, formats, edits, proofreads and revises written materials.
Maintain Integrity Management excellence by:
- Communicating with internal departments to obtain required information and responding to inquiries.
Compiling and preparing comprehensive reports concerning a broad spectrum of subject matter.
- Composing effective correspondence independently.
- Planning, coordinating, and organizing office activities and flow of communications and information.
- Contributing to the establishment of long-term strategic planning and short -term operational planning through the proper coordination between asset integrity, maintenance, and IEC.
Contribute to team effort by assisting with projects and planned events and accomplishing related results as needed.

Academic/Skill/Experience Requirements:
The Confidential Secretary will have earned an associate degree in business administration or equivalent certification preferred. An experienced professional with a minimum of three (3) years’ experience in an industrial environment or related field. Highly confidential in nature, well organized, accurate, and attentive to detail. They will be competent in computer applications including Publisher, Microsoft Word, Excel,
Outlook, Desktop Publishing, Microsoft Access and Power Point with Excellent communication, verbal and written skills.

The Confidential Secretary will be able to handle multiple projects simultaneously in a deadline driven environment; proficient in related computer applications; willingness to assist and support others promptly and courteously and must be able to work with minimum supervision. They will function in a manner consistent with the organization’s commitment to excellence and integrity, operating in every instance with a clear acceptance of personal responsibility, confidentiality, accountability, and ethics. They will be able to lead self and others, establish working relationships with team members, analyze details, communicate effectively, initiate and assume personal responsibility for work. They will be able to effectively manage
time and handle competing priorities, work independently and as part of a team, solve problems, engage difficult conversations, and embrace continuous improvement.

Other:

ACADEMIC/ SKILL REQUIREMENTS:

Undergraduate degree in business, management or relatedfield, with a professional certification preferred.

 

OTHER REQUIREMENTS:

  • An experienced professional with a minimum of three (3) years’ in an executive office
  • Highly confidential in nature, well organized, accurate, and attentive to detail
  • Competent in computer applications including Publisher, Microsoft Word, Excel, Outlook, Desktop Publishing, Microsoft Access and Power Point.
  • Effective in communication, verbal and written
  • Willingness to assist and support others, with promptness and courtesy,
  • Team player who works harmoniously and effectively with others